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You can also use Mailbox Cleanup to search for files older than a specified age or greater than a specified size. This helps you pinpoint emails to delete or move to personal folders. Mailbox Cleanup also allows you to AutoArchive immediately and Empty your Deleted Items folder, both of which will reduce the size of your Exchange mailbox.
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Offline Personal Folders
Personal Folders are folders that you create on your hard drive to store email messages. Personal Folders have a .pst extension. You can manually move emails from your Exchange mailbox to a personal folder, or create a rule to automatically move certain messages for you.
Personal Folders can be stored anywhere on your hard drive, but can only be viewed using Outlook. Note: If you ever upgrade computers, you will want to transfer this file to your new computer - so make sure you know where you put it! You also want to be able to backup Backup this file along with your other important documents.
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